Attach Scanned Documents
You can attach scanned documents to requisitions, requisition line items, purchase orders, or purchase order line items using the attachment icon. Documents must be scanned at your agency or agency field location and saved on a local or network hard drive. You then browse for and attach the scanned files in the application.
Valid scanned file types include: .pdf, .jpg, .gif, .bmp, .png, .tif, and .tiff. The maximum size of file that you can attach is 8MB.
Once attached, you cannot delete attachments.
1. Click the attachment icon appropriate for your needs:
Figure 1 - Requisition attachments
Figure 2 - Purchase order attachments
Browse to locate your scanned document file.
Figure 3 - Browse for scanned document
3.Highlight the scanned document file and click
Open. The directory location of the document will appear in the Browse Files field.
Figure 4 –Directory location
File. The document will be added to a queue. The filename (without the extension) of the scanned document will be automatically entered in the
Figure 5 - Document added
5. If desired, change the
Title to something more suitable for the document. Otherwise, leave the default title based on the file name.
6. For only one document, leave
Attachment checked. If you have changed the
Title, this will apply the change. For more than one file, see Attaching Multiple Documents section below.
Attachment(s). The document will appear in the
Attachments area. (Click
View if you want to view the attachment.)
Figure 6 - Attached document with View
You can add multiple scanned documents in a queue, and then attach them as one document. However, to add multiple documents, each with unique Document Titles, add and create the attachments one at a time as previously described.
1. Add a document as described above, and then repeat the steps to add a second document to the queue. Note the Attachment Title keeps the name from the first document added. This can be changed.
2. Continue adding documents as needed.
Figure 7 - Adding multiple documents
3. The Create Single Attachment check box will affect the Attachment Title of the attached documents:
a. If you
Create Single Attachment checkbox and click
Create Attachment(s), all of the documents will upload as one document and have the same
Title based on the filename of the first document added or a title you enter.
Figure 8 - Same document title
b. If you
Create Single Attachment check box and click
Create Attachment(s), the documents will have different
Titles based on their filenames.
Figure 9 - Different document titles
If you receive a message, “Page cannot be displayed”, “Cannot access a closed file”, “Server error”, or “Maximum Request Length Exceeded”, your scanned document file size may be too large. The maximum size of file that you can attach is 8MB. Use your scanner/scanning software to reduce the file size or check your scan settings for resolution and file format. Scan pages of multi-page document individually or in groups. If you still get an error message after reducing the file size, trying rebooting your computer to clear any cached memory and then try again.
Several factors must be considered when scanning documents for your agency, – e.g., the type of scanner or multi-function machine you use and its settings, the type of originals, etc. Each agency will need to develop their own best practices appropriate for their environment. Two settings often found on scanners and multi-function machines are:
Resolution: Generally scanners will offer a scanning resolution setting expressed in “dpi” or dots per inch. The lower the setting the smaller the file size, but the worse quality of image produced.
formats: You particular scanner or and multi-function machines may be capable of producing a variety of file formats (e.g., .pdf, .jpg, .gif, .bmp, .png, .tif, .tiff ).
You should test your own equipment to see which resolution and file format settings create the smallest file size with acceptable visual quality.
Your agency may need to develop document retention rules. Refer to the State Records Center web site for record retention information.